The meeting was called to order at 6.08 p.m. with Chris Cope as Chair (acting also as Secretary).
Board members present:
Christopher Cope (bz787), President/chair
Gary Eikenberry (aa353), 1st Vice-president
Mark Mielke (al278)
Don Francis (ba990)
Michael Williamson (cm324)
Michael Mei (bi195)
Mary Anne Dugmore (er983)
Shing Kwong Lee (ez191)
Graeme Beckett (aw958)
Regrets:
Sandy Campbell (dt820), Secretary
John Hennessey (ev776)
NCF Management/Staff present:
John Selwyn (es347), Executive Director
Members/Guests:
None
Once around the table . . .
Informal pre-meeting conversation, with Directors taking turn
offering personal views and commentary on interesting things
that might not make it to the Agenda. There was considerable
discussion of the possible outcomes and impact of the coming
federal election.
MOTION: That minutes be approved as published.
Moved by: Shing Kwong Lee
Seconded by: Michael Williamson
VOTE: All in favor
MOTION: That the agenda be adopted as published, with the
addition of "Summer Meeting Schedule" under New Business as 7
b) and "Volunteer Ottawa Mayor's Walk" as 7 c).
Moved by: Michael Mei
Seconded by: Don Francis
VOTE: All in favor
AGM Chair delivered (orally) her final report on the
AGM, indicating that the AGM process and election was
completed satisfactorily with no unusual incidents to
report. This year there was only one request for
documentation in French and as no translation had been
done, a note of apology was sent.
The volume of email to the AGM Chair was low, with only
about 10 enquiries being received. Although there were 3
requests for votes by Proxy this year, all 3 were
rendered invalid for want of authentication. AGM Chair
noted that the All-Candidates meeting was not well
attended and suggested that we need to find a way to get
more interest focussed on this event next year. It was
further noted that the work done by Jim Elder was
thorough and complete; perhaps it is for this reason that
AGM ran smoothly with so few enquiries.
Action Item (ED); Remove/disable AGM role accounts.
MOTION: That the report of the AGM Chair be
received.
Moved by: Graeme Beckett
Seconded by: Gary Eikenberry
VOTE: All in favor
The ED referred to the "Spring Period" for his report,
as there had been no meeting of Directors in May. All
technical systems operated smoothly during the period
with members experiencing virtually zero busy
signals.
Membership increased to just over 9,000 members during
the period, although the ED forecasts a softening of the
growth level during the historically slower summer
months. Activity in the NCF's new web-based forums is
increasing nicely, but again, traffic is expected to
lessen somewhat during the quiet summer months.
"Extended Access II" is now fully functional with calls
exceeding our 276 inbound modem lines at Carleton now
overflowing to 48 additional lines at Ottawa City Hall
during peak evening, weekend and holiday hours.
Donation levels during the period, particularly May were
soft. In May, income from donations was approximately
$10K of the target. The ED suggests that this is largely
attributable to the way month-ends and month-starts are
handled, always on a Monday; with May this year having
only 4 weeks this year compared to the Budget, which was
based on the previous year's May, which had 5.
The ED indicated that now that the technical systems were
working smoothly, the next stage is to breathe new life
into NCF and lever existing and expanded goodwill into
increased donations. On the drawing board for development
in the near future are:
*Revisions to the CRM or Help Desk functionality
(Customer Relationship Management), where a volunteer has
been recruited with experience in this field to overhaul
our existing system and protocols.
*Instant Messaging
*Explore a partnership with Ottawa Public Library
There being no Treasurer, the ED distributed copies of
the Financial Statements for the period ending May 31,
2004 and reported on the significant financial variances
(see comment on soft donations in May above).
MOTION: That the Executive Director's Report and
Financial Statements be received.
Moved by: Graeme Beckett
Seconded by: Mary Anne Dugmore
VOTE: All in favor
MOTION: That the meeting scheduled for 20 July 2004 be
cancelled, noting that there will be a requirement at the
next meeting to elect officers from among the ranks of
the current (as of 2004 AGM) Board of Directors.
Moved by: Gary Eikenberry
Seconded by: Mary Anne Dugmore
VOTE: All in favor
MOTION: That approval in principle be given to NCF's
participation in the event and that Chris Cope be
appointed as an ad-hoc committee to pursue this
initiative.
Moved by: Gary Eikenberry
Seconded by: Shing Kwong Lee
VOTE: All in favor
August 17, 2004 at 7 p.m.
Room 402, Dunton Tower
Carleton University
The meeting adjourned at 8.30 p.m.